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To: Superintendents, Charter School Leaders, Reopening Advisors
From: Kati Moseley, Ready Schools, Safe Learners Resiliency Manager; Cynthia Stinson, Senior Manager of Federal Investments & Pandemic Renewal Effort
Date: January 4, 2022
RE: Important Updates re: Safe Return to In-Person Instruction & Continuity of Service Plans and ESSER III District Plans.
Dear Colleagues,
The purpose of this communication is to equip school district and public charter school leaders with:
- Instructions for the federally required six-month update to the Safe Return to In-Person Learning and Continuity of Services Plan (originally submitted by August 23, 2021) and,
- Information on the review of the ESSER III District Plans (submitted October 20, 2021).
As we enter 2022, we continue to face challenges surrounding COVID-19 with highly transmissible variants such as Delta and Omicron. Tools like the Safe Return & Continuity of Services Plan and ESSER III District Plan are instrumental to our path forward in supporting all learners. Redoubling efforts around the use of layered health and safety measures, while making sure families know not to send their children to school when they are ill are critical. District planning, policies and procedures are essential to ensuring students remain learning in-person this academic year.
ESSER III requires school districts and public charter schools to, if needed, update their Safe Return to In-Person Instruction and Continuity of Service Plan every six months, gathering public comment and bringing the plan into alignment with any changes in health and safety recommendations set forth by the Center for Disease Control and Prevention (CDC) or the Oregon Health Authority (OHA).
With the Omicron variant present in Oregon, with changes from the CDC and OHA in relation to quarantines and test to stay and with changes from ODE and the State Board of Education to the Individualized COVID-19 Recovery Services, updates to Safe Return to In-Person Instruction and Continuity of Services Plans are required for all school districts and charter schools by February 25, 2022. Additionally, we continue to see disproportionate burden of COVID-19 illness across communities of color in Oregon. As you renew and update your plan, it is critical to understand the equity implications for the pandemic, and for policies and protocols to protect in-person learning.
Instructions for the federally required six-month update to the Safe Return to In-Person Learning and Continuity of Services Plan [Action needed]:
To complete the update, follow this link to the plan update instructions.
Once your plan update is complete, use the Safe Return Plan Update form to submit to ODE a functional link to where the updated plan is publicly posted and complete the second requested element no later than February 25, 2022.
Background: In late August 2021, every Oregon school district and many charter schools submitted a link to their Safe Return to In-Person Instruction and Continuity of Services Plan to the Oregon Department of Education (ODE). In doing so, districts met the requirement set forth by the U.S. Department of Education (USED) under the American Rescue Plan (ARP) Elementary and Secondary School Emergency Relief (ESSER III) fund and OAR 581-022-0106. Charter schools met the requirement of OAR 581-022-0106.
The Safe Return to In-Person Instruction & Continuity of Services Plan meets the requirements for:
- An operational plan required under OAR 581-022-0106(4), while aligning the CDC Guidance on School Reopening with the Ready Schools, Safe Learners Resiliency Framework for the 2021-22 School Year (RSSL Resiliency Framework).
- Section 2001(i)(1) of the ARPA ESSER and the US Department of Education’s Interim Final Requirements for Safe Return & Continuity of Services Plan; and
- Communicable Disease Plan and Isolation Plan under OAR 581-022-2220 (Division 22 requirements), when the link to the Communicable Disease Plan is included in the Safe Return Plan.
If you have any questions about this update, please contact the ODE COVID-19 inbox at ODECOVID19@ode.state.or.us. Thank you!
Information on the review of the ESSER III District Plans [No immediate action needed]:
Thank you for your time and attention to the ESSER III District Plan and your ongoing understanding and patience as we partner to meet federal requirements and review and provide feedback on the district plans. The intent of this communication is to clarify ODE’s plan review process and next steps in regards to the ESSER III District Plans. As we head into the new year, we will begin Phase 3 of the ESSER III District Plan Review. Districts can anticipate confirmation from ODE on the status of their plan no later than January 20, 2022.
Year One: School Year 2021-22
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Phase One (August- October): Technical assistance for creation of ESSER III District Plan. District plans submitted October 20, 2021.
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Phase Two (November-December): ODE Review of each district ESSER III plan.
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Phase Three (January): Analysis of the review and verification of plan status as complete or incomplete. Districts to receive confirmation of plan status by January 20, 2022.
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Phase Four (February): Technical assistance for any district with an incomplete district plan. Submission of additional information to resolve any incomplete plans due by February 25, 2022.
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Phase Five (March-May): Technical assistance for ESSER III District Plan Self-Assessment and guidelines for updating plans to reflect best thinking for the coming school year. Note: this may also include any data requirements that the US Department of Education will require.
Year Two: School Year 2022-23 (yet to be determined pending further requirements from the US Department of Education)
Year Three: School Year 2023-24 (yet to be determined pending further requirements from the US Department of Education)
September 30, 2024 - Final date to incur costs payable with ESSER III funds
As districts continue to enact their ESSER III District Plans, here are some helpful reminders around key requirements:
- Any plans for capital expenditures over $5,000 require the district to submit a Capital Expenditures Approval Form (found under the Capital Expenditure Approval heading on the ESSER III webpage) and have ODE approval before claiming reimbursement. Any plans for capital expenditures over $25,000 require local school board approval.
- Districts are required to keep district Safe Return to In-Person Instruction and Continuity of Services Plans up to date and districts must submit updates every six months.
- The district must continue to use the SIA community engagement model to communicate plans for expenditure of ESSER III district allocations.
- Districts are responsible for ensuring all ESSER III district expenditures fall within the ESSER III allowable costs.
- ESSER III District Plans, in many cases, are living documents that may need to shift and change as needs in districts may change.
We care about partnering with districts as we make the most of this historic investment on behalf of Oregon’s students. If you have questions, please do not hesitate to contact us at ode.esser@ode.oregon.gov.
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